Skip to main content

Project Team Runbook

Project Timeline

Summer

Summer:

End of July

July:

  • Project Proposal Discussion

August

August:

Pre-Semester Preparations

  • Meeting with NPO

  • Confirm project for the year

Communication & Collaboration Setup

  • Clarify communication channels:

    • Options: Slack, Discord, Email (choose one that is easily accessible and ideally faster than email)

Project Kickoff & Design

  • First Project Team Meeting

  • Start Design Mockups

  • Develop Software Design Documents:

    • Architecture documents

    • Database schema

    • Tech stack decisions

    • API interface specifications

  • NPO Involvement:

    • NPO reviews and provides feedback on designs prior to semester start

    • This process should involve the entire team

Team Responsibilities

  • Tech Lead / VP Tech Responsibilities:

    • Setup GitHub repository

    • Setup pipelines

    • Establish staging environment

  • Project Manager (PM):

    • Begin writing master issues for general features, following scrum methodology and user stories

  • Technical Aspect:

    • TECH LEAD to write technical features of issues

First

Fall Semester

September

  • BiweeklyMontly Meetings:

    • Meeting with NPOs for ongoing feedback

October

October

  • Midpoint Review with VP Projects and Tech Leads:

      • Feedback Focus:

        • Input from NPO and team members

        • Improvements in operations

        • Project updates

        • General team feedback

        • Team member statuses

        • Efficient practices

        • Necessary operational changes

        • Design team review ensuring alignment with project proposal

    November - December

    • Semester Review with VP Projects and Tech Leads:

        • Review Points:

          • MVP progress

          • Next steps (if necessary)

          • Project updates

          • General team feedback

          • Team member statuses

          • Efficient practices

          • Operational changes

          • Design team review for cross-checking with project proposal

      End of Semester

      • NPO Meeting:

        • MVP Showcase

        • Winter Break begins

      Winter Break and Spring Semester

      Transition: Winter Break to Beginning of Spring Semester

      • Project Team Adjustments:

        • Possible swaps between Developers and PMs

      • Spring Onboarding Meeting:

        • Involvement of Tech Leads, PMs, and VP Projects, conducted BEFORE the semester starts

        • Implement operational changes

        • Restart NPO communication

        • Confirm project readiness

      Early March (Before Spring Break)

      • Midpoint Review with VP Projects and Tech Leads:

        • Review Areas:

          • Feedback from NPO and team members

          • Improvements in operations

          • Project updates

          • General team feedback

          • Team member statuses

          • Efficient practices

          • Operational changes

          • Design team review confirming alignment with project proposal

      During/After Spring Break

      • Operational Changes:

        • Plan and implement further operational improvements

      End of April

      • Final Product Demo:

        • Presentation for VP Tech, VP Projects, and other stakeholders

        • Testing and final adjustments

        • Final cross-check with project proposal

      May

      • Final Product Handoff

Back to top